Intake Coordinator

The Phia Group; Massachusetts; Hybrid; USD 42,000 - 56,000; Full time

Job summary

The Phia Group is seeking an Intake/Project Coordinator to serve as the primary liaison between our Phia Group Consulting (PGC) team and clients across multiple lines of business. This role requires independent work, strong organization, and clear written and verbal communication in a fast-paced environment.

Responsibilities include routing client requests, coordinating meetings, preparing reports, and maintaining SOPs.

Qualifications

• High School diploma or GED required.
• Bachelor's degree preferred.
• 0-2 years related work experience. Bonus: healthcare/insurance knowledge.
• Excellent attention to detail with multi-tasking ability.
• Strong written and verbal communication; able to interact with all staff and clients.
• Proficiency in MS Word, Outlook, and Excel.

Responsibilities

• Serve as liaison between PGC and clients across multiple lines of business.
• Manage client requests and routing through each line of business’ workflow.
• Log inquiries via email/phone and track using proprietary software.
• Maintain professional demeanor in communications and meetings.
• Prepare routine written responses and data reports.
• Schedule and coordinate internal/external meetings; log notes and follow-ups.
• Audit SOPs and templates; partner with Data Analyst on process improvements.

Skills

Attention to detail

Written communication

Verbal communication

Data analysis

Multitasking

Organizational skills

Education

High School diploma or GED

Bachelor's degree preferred

Tools

MS Word

Microsoft Outlook

Excel

Job description

Career Opportunities with The Phia Group

A great place to work.

Careers At The Phia Group

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The Phia Group’s “Phia Group Consulting” or “PGC” team is responsible for providing guidance to employers, health benefit plans, insurance carriers, brokers, claims processors, and third party administrators. This organization does everything from reviewing applicable laws to ensure benefit plan compliance, to drafting benefit plan documents (policies). From aiding decision makers in assessing complicated scenarios to researching rules and regulations, our consultants are constantly challenged by this thrilling industry.

As an Intake/Project Coordinator, you will primarily act as a liaison between PGC and its clients. The Intake Coordinator represents the first point of contact for contracted clients and prospects across multiple lines of business. The ideal candidate must thrive working independently with limited supervision, routing tasks through each line of business’ work flow, anticipate client (and PGC’s) needs, and communicate clearly and concisely in writing and over the phone. Additionally, the employee must be able to manage tasks in in a fast-paced environment with a superior level of organization.

At The Phia Group, whose mission is to provide high quality yet affordable healthcare to American employees and their families, you can look forward to not only exceptional benefits for yourself but also being immersed in a company that was named one of USA Today’s Top Workplaces for 2026. Meanwhile, from a regional perspective, The Boston Globe, Courier Journal, and Louisville Business First annually recognize our unwavering commitment to upholding an internal culture of inclusivity, enjoyment, and empathy for our valued employees by listing The Phia Group in their respective lists for the Top Places to Work.

This is a hybrid position allowing a combination of onsite and remote work in a given week.

Essential Duties and Responsibilities

include the following. Other duties may be assigned.

• Respond to clients in a prompt manner, and prioritizes requests and inquiries, remaining exceptionally organized in a fast-paced environment.
• Act as a liaison with other departments and outside agencies.
• Receive projects requests and inquiries from clients via email and telephone, logging into proprietary tracking software and moving requests through the proper work flow.
• Ensure positive client experience through professional demeanor on the telephone and through e-mail.
• Anticipate client issues, questions, and inquiries and work with internal contacts to resolve matters.
• Prepare written responses to correspondence containing routine inquiries.
• Compile data and prepare recurring and ad hoc reports, using word processing, spreadsheets, database, and/or presentation software (i.e. MS Word, Excel, Microsoft Outlook and other programs).
• Schedules and coordinates internal and external meetings. Prepares agendas, materials, ensures notes are logged, and follow up tasks are logged in proprietary software.
• Log project files in electronic filing system and keep all matters updated and current.
• Collaborate with Data Analyst to identify process improvement opportunities and implement changes.
• Maintain and routinely audit standard operating procedures and templates for responsible lines of business.

Experience and Qualifications

• High School diploma or GED required. Bachelor's degree preferred.
• 0-2 years related work experience required. Plus: experience in healthcare, insurance, and legal fields.
• Excellent attention to detail with the ability to multi-task.
• Excellent written and verbal communication skills. Must be able to communicate with all levels of staff, vendors and clients.
• Ability to analyze data, draw conclusions, and share insightful takeaways.
• High level of proficiency in Microsoft Word, Outlook and Excel is required.
• Outstanding organizational, interpersonal, and administrative skills.
• Must be self-motivated and able to meet deadlines under pressure.
• Must have the ability to work as part of a team, as well as to work independently.
• Bonus: basic knowledge of health care and insurance terminology.

Working Conditions / Physical Demands

Sitting at workstation for prolong periods of time. Extensive computer work. Workstation may be exposed to overhead fluorescent lighting and air conditioning. Fast paced work environment. Operates office equipment including personal computer, copiers, and fax machines.

This job description is not intended to be and should not be construed as an all-inclusive list of all the responsibilities, skills or working conditions associated with the position. While it is intended to accurately reflect the position activities and requirements, the company reserves the right to modify, add or remove duties and assign other duties as necessary

External and internal applicants, as well as position incumbents who become disabled as defined under the Americans with Disabilities Act, must be able to perform the essential job functions (as listed here) either unaided or with the assistance of a reasonable accommodation to be determined by management on a case-by-case basis